Assignment explained

Assigning threads, tasks, jobs, and invoices to specific team members helps firm owners and admin stay in the know about who is doing what—and who to go to when questions come up. Learn all about making team members assignees.

Assignment at a glance

Assignment in TaxDome lets you designate which team member is responsible for a specific piece of work. Unlike account access, which controls what a team member can see across a client’s account, assignment marks ownership of individual work items and keeps everyone clear on who is handling what.

There are four types of assignment:

• Thread assignment—designates who is responsible for a specific chat, SMS, or email conversation with a client.

• Job assignment—links one or more team members to a job as it moves through a pipeline.

• Task assignment—assigns one or more team members to a task.

• Invoice assignment—credits the team member who performed the services on an invoice. By default, the person who creates the invoice is assigned to it.

Note

Assigning and removing team members will be reflected on the Activity feed page.

Assignment vs. account access

Assignment and account access are separate concepts that often work together but serve different purposes.

• Account access—determines which team members can view and work with a client’s account: its documents, messages, notes, tasks, time entries, and contacts. Find out more about account access for team members .

• Assignment—marks who is responsible for a specific work item (a thread, job, task, or invoice) within an account.

The two are independent: giving someone account access does not automatically assign them to any jobs, tasks, threads, or invoices. Conversely, assigning someone to a task or job does not grant them access to the client account.

Pipeline access

Pipeline access controls which team members can see and work with a given pipeline, independent of their account access to specific clients. It’s set per pipeline, in the pipeline’s Settings tab—see Add & set up pipelines for the steps.

Note

If a team member gets pipeline access after documents were already uploaded to a job in that pipeline, they may need to log out and back in before the option to link those documents to the job becomes available.

How assignment works

Depending on which entity is assigned, the assignment works differently and serves different purposes. Here’s more details:

Chat/email/SMS threads assignment

Thread assignment helps your team manage client communications. When you assign a thread to a team member, they become responsible for handling that specific conversation with the client.

Every team member can easily access all threads they are responsible for by going to Communications > Threads assigned to me.

Learn more about thread assignment in the dedicated article .

Note

Thread assignment is independent of who sends the message. For example, a message can be sent from a job assignee while the thread is assigned to a different team member for follow-up management.

Job assignment

Having job assignees helps you see who is responsible for a specific job within a pipeline. When you assign a team member to a job, you essentially say, “This person is responsible for this client’s work.”

In pipelines, you can use job assignees to automate sending personalized messages and assigning tasks. You can also set up an automation that will update job assignees.

Learn more about ways to select job assignees and use them in your workflow in the dedicated article .

Tip

A job advances to the next pipeline stage once every action required in that stage is complete—which can include tasks, but also invoices paid, proposals signed, documents signed, organizers submitted, and other stage requirements, depending on what’s set up. See job automove for the full list of what counts.

Job assignee vs. task assignee vs. account role

These are easy to mix up, but each answers a different question:

• Job assignee—who owns the job as a whole as it moves through the pipeline. Set in the job’s Assignees field or a job template.
• Task assignee—who owns one specific task linked to the job. A job can have several linked tasks, each with its own assignee—see task assignment .
• Account role—not a person, but a label such as Tax Preparer or Bookkeeper. Instead of naming a specific team member as the job or task assignee (including on a job or task template), you can assign it to a role instead : when the job or task is created, TaxDome allocates it to whichever team member(s) are currently assigned to that role for the client account.

Note

Assigning by role resolves to specific team members at that moment—it won’t update automatically if the role is later reassigned. To move existing work to the new role holder, reassign it manually or via an Update job assignees automation set to update by role.

Task assignment

Assign as many team members to one task as needed inside the Task window’s Assignees field (below). If a task is linked to a job, you can change the assignee inside the job at any time .

Also, task can be assigned via Create Task automation when editing pipeline stages so that the job and task assignee are the same person.

Tip

The pipeline automation allows you to create tasks for specific team members, giving them temporary access to accounts.

Team members can see their tasks on one page by navigating to Workflow > Tasks from the left menu bar.

Invoice assignment

The team member assigned to an invoice gets credit for having performed the services it includes. By default, the person who creates the invoice is assigned to it, though you can reassign it to another team member .

A firm owner, admin, or team member with Manage invoices and Assign teammates access can change the assignee.

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